Databases

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Databases
A Presentation by Karen Work Richardson
Databases

• Organizing Sorting Querying

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Introduction

• An organized collection of information on a given
  subject or topic
• Phone Book
• Card Catalog
• Cookbook

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Introduction

• A database is made up of records
• A group of fields all related to the same topic
• Each record includes fields
• One category of information
• Fields can be different types
• Text, Number, Date, Formula

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A Typical Database

• A phone book is a typical database
• Each persons information is a record
• Within each record, there are several fields
• Name
• Address
• Phone Number
• Each field would be a text field.

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Fields

• Divide fields into the smallest categories
• Divide Name into First Name, Last Name
• Divide Address into Street, City, State, Zip
• If numbers in a field are to be used in a
  formula, they must be defined as numbers.
• Formula fields use mathematical operators

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Example
These are the fields for an address book. Most
fields are text fields. Birthdate is a Date/Time
field. Phone numbers are text fields since they
wont be used in a formula.
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Database Views

• List view (also called datasheet view)
• Looks like a spreadsheet
• Allows you to see many records at once
• Form view
• May include graphics or borders
• Displays one record at a time
• Best way to browse a database

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Database Views
List View
Form View
Use arrows to browse through each record
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Sorting

• You can do a multiple field sort sorting using
  several fields
• Ascending Order A to Z or 1 to 10
• Descending Order Z to A or 10 to 1

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Various Sorts
Sorted by Last Name in Ascending Order
Sorted by Last Name in Descending Order
Sorted by Address ID in Ascending Order
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Multiple Field Sort
Sorted First by Last Name in Ascending Order
Sorted Second by Political Party in Ascending
Order
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Querying a Database

• A query is a saved search
• A query is saved with the database file
• A query will display those records containing
  text or numbers
• A query can use lt or gt signs

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Querying a Database
Database Query that shows all the presidents who
were Democrats.
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Querying a Database
Database Query that shows all the presidents who
were Republicans.
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Reports

• Used when you want to print information from the
  database in an organized, easily understandable
  format
• May contain all records and fields OR just
  selected records or fields
• Can be designed with different layouts
• Cannot change the contents of fields in a report

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Reports

• Named when they are created
• Saved as part of the database file
• Can be viewed anytime the file is open
• Reports are updated as database is changed

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Sample Report
This report on the presidents summarizes the
information in the database. The presidents are
sorted in ascending order by last name.